Data Sync
Sync orders and customer data from Shopify for accurate tier calculations
Import historical orders and keep customer data synchronized with Shopify for accurate tier calculations and analytics.
Why Data Sync Matters
RewardsPro needs order data to:
Calculate customer spending totals
Determine correct tier assignments
Generate accurate analytics
Track cashback history
Without synced data, customers start at your base tier regardless of their purchase history.
Accessing Data Sync
Go to Settings in the main navigation
Select the Data Sync tab
Order History Sync
Sync Options
Import historical orders from Shopify to calculate customer spending.
Last 30 days
~1 month of orders
Quick setup, recent customers
Last 90 days
~3 months of orders
Balanced approach
Last year
~12 months of orders
Annual evaluation period
All time
All historical orders
Lifetime evaluation, complete data
Sync Process
Select date range from dropdown
Configure options (see below)
Click "Sync Orders"
Wait for completion - Progress shown on screen
Sync Duration
< 1,000
1-2 minutes
1,000 - 10,000
5-10 minutes
10,000 - 50,000
15-30 minutes
50,000+
30-60 minutes
Large syncs run in the background. You can navigate away and check back later.
Sync Options
Reconcile Existing Ledger Entries
Enabled
Compares synced orders to existing cashback records, avoids duplicates
Disabled
Creates new records without checking history
When to enable:
Re-syncing orders after fixing issues
Importing orders that may already have cashback
Updating after manual corrections
When to disable:
Initial setup with no existing data
Syncing a completely new date range
Update Customer Metrics
Enabled
Recalculates customer totals, updates tier assignments
Disabled
Imports orders without changing tiers
When to enable:
Initial setup (recommended)
After importing historical data
When tiers seem incorrect
When to disable:
Just importing for analytics (not tier calculation)
Testing sync without affecting production
Sync Statistics
After syncing, you'll see:
Orders Synced
Total number of orders imported from Shopify.
Customers Synced
Number of unique customers with orders in the sync period.
Total Cashback Issued
Sum of all cashback from synced orders (if calculated).
Date Range
Earliest and latest order dates in the synced data.
Last Sync Timestamp
When the sync completed.
Discrepancies Count
Orders that couldn't be processed or had issues.
Customer Sync
Automatic Sync
Customer data syncs automatically when:
A customer places an order
Customer info updates in Shopify
You visit a customer's detail page
Manual Customer Sync
To force-refresh a specific customer:
Go to Customers page
Find the customer
Click Sync button on their row
Bulk Customer Sync
To sync all customers:
Go to Settings → Data Sync
Click Sync All Customers
Wait for completion
When to Sync
Initial Setup
Install RewardsPro
Configure tiers and settings
Sync orders matching your evaluation period
Enable tier automation
After Configuration Changes
Sync after:
Changing tier thresholds
Switching evaluation period
Adjusting cashback rates
Fixing data issues
Regular Maintenance
New customer complaints
Check individual customer sync
Analytics seem off
Re-sync recent orders
Quarterly review
Full sync for data integrity
Handling Large Stores
For stores with 50,000+ orders:
Phased Sync Approach
Week 1: Sync last 30 days (get immediate data)
Week 2: Sync last 90 days
Week 3: Sync last year
Later: Sync all time (if needed)
Performance Tips
Sync during low-traffic hours
Monitor progress in background
Don't run multiple syncs simultaneously
Allow current sync to complete before starting another
Troubleshooting
Sync Stuck or Taking Too Long
Large order volumes take time - be patient
Check Shopify status for API issues
Don't close the browser during sync
Contact support if stuck for 2+ hours
Missing Orders
Verify date range covers the orders
Check order status (must be paid)
Confirm orders aren't test orders
Re-sync with "Reconcile" enabled
Duplicate Cashback Entries
Enable "Reconcile Existing Ledger Entries"
Re-sync the affected date range
System will deduplicate automatically
Customer Spending Wrong
Check evaluation period setting
Verify orders are within evaluation window
Trigger manual tier recalculation
Check for refunded orders
Sync Errors
Common causes:
Shopify API rate limits (wait and retry)
Network timeout (retry)
Invalid order data (check discrepancies)
Best Practices
Before Syncing
After Syncing
Ongoing Maintenance
Last updated